JP2013239999A - Conference material distribution program and conference material distribution system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a mechanism capable of easily preparing necessary conference material for a conference participant who cannot receive electrically-transmitted conference material.SOLUTION: A conference material distribution program causes a computer to function as: transmission means that electrically transmits conference material to one or more destinations; confirmation means that confirms, for each destination, whether the electrically-transmitted conference material has been received; and printing means that prints the conference material on a paper medium in accordance with the number of destinations whose reception of the conference material cannot be confirmed.

Description

  The present invention relates to a conference material distribution program and a conference material distribution system for distributing conference materials.

  In general, when a conference is held, documents (hereinafter also referred to as “conference materials”) used in the conference are distributed to prospective participants. Such conference materials are often transmitted electronically to prospective participants via e-mail, server devices, and the like. The following technologies are known as techniques for distributing such conference materials electronically.

  The invention described in Japanese Patent Application Laid-Open No. 2011-039777 (Cited Document 1) is directed to realizing efficient printing of conference materials. More specifically, the attendance confirmation means 201 includes a function for transmitting attendance confirmation information for confirming attendance at a meeting to each attendee terminal 4 and the attendance confirmation information transmitted from each attendee terminal 4. A function of receiving the attendance information based on the attendance information and the print quality information, and a function of updating the print setting table 205 based on the received attendance information and the print quality information.

  The invention described in Japanese Patent Application Laid-Open No. 2008-040716 (Cited Document 2) is directed to a new framework in which materials can be printed and distributed in accordance with actual conference attendees. Specifically, a configuration including a printing device, a control device, and a management server installed in a conference room is disclosed. The control device controls the printing device to print the material based on the means for acquiring the user ID from the user, the material request including the user ID transmitted to the management server, the means for receiving the material information, and the material information. Including means. For each meeting, the management server stores the attendee information, storage means for storing the material information, means for receiving the material request including the user ID from the control device, and corresponding attendance schedule by referring to the storage means based on the material request A means for determining whether or not the user is a prospective attendee based on the attendee information and the user ID included in the material request, and in the case of a prospective attendee, refer to the storage means. Means for acquiring corresponding material information and transmitting it to the control device.

  The invention described in Japanese Patent Application Laid-Open No. 2006-277340 (Cited Document 3) is a conference reservation system that allows a conference participant to specify whether or not a material is necessary and to specify a material printing method when the material is necessary. Is directed to. Specifically, the conference reservation data sent by the organizer, including the conference time, location, participants, and conference materials, is received and registered, and the necessity of conference materials for each participant, conference materials Means for creating a data storage table for each participant for storing the print mode, means for sending the meeting notice information to the participant terminal after registering the conference reservation data, and sent by the participant Means for receiving the information indicating whether or not the conference material is necessary and the print mode of the conference material and registering it in the data storage table for each participant, and the data storage table for each participant a predetermined time before the start time of the conference According to the contents of the above, a configuration is disclosed that includes means for causing a predetermined printer to print the conference material for each participant who needs the conference material.

JP 2011-039777 A JP 2008-040716 A JP 2006-277340 A

  Such meeting materials are often distributed immediately before the start of the meeting. When conference materials are distributed immediately before the start of such a conference, the conference participants may have already started moving to the conference room. On the other hand, there are cases where a network connection or the like cannot be used in the conference room. In this case, the conference material transmitted electronically may not be acquired.

  On the other hand, in order to avoid such a situation, if a paper medium with meeting materials printed is prepared for all the prospective participants of the meeting, the number of meeting participants who have received the meeting materials before the meeting will be reduced. It will be useless.

  The present invention has been made to solve such a problem, and an object of the present invention is to easily prepare necessary conference materials for conference participants who have not received electronically transmitted conference materials. It is to provide a mechanism.

  According to one aspect of the present invention, there is provided a conference material distribution program that transmits a computer electronically to a conference material to one or more destinations, and whether or not the electronically transmitted conference material is received for each destination. According to the confirmation means and the number of destinations for which the receipt of the conference material could not be confirmed, and functioning as a printing means for printing the conference material on a paper medium.

  Preferably, the confirmation means includes means for generating a reception confirmation result list indicating whether or not the conference material has been received, and the printing means prints the reception confirmation result list.

Preferably, the transmission means includes means for transmitting an e-mail attached with the conference material.
Preferably, the transmission unit includes a unit that uploads the conference material to the server device and transmits information specifying the upload destination of the conference material by email, and the printing unit is based on the upload destination included in the email. And means for acquiring the conference material from the server device.

  Preferably, the confirmation means is configured to be able to set a waiting time for confirmation of reception of the conference material. If the reception of the conference material is not confirmed before the set waiting time elapses, the confirmation material is not received. Judge that it can not be confirmed.

  More preferably, the conference material distribution program further causes the computer to function as a notification means for notifying a processing result related to printing of the conference material after the conference material is transmitted and after a set waiting time has elapsed.

  Preferably, the conference material distribution program further causes the computer to function as a first storage unit that stores information indicating whether or not to print the conference material set in advance for each destination, and the printing unit receives the conference material. In addition to the number of destinations that could not be confirmed, the number of paper media on which the conference material is printed is determined based on information indicating whether printing is necessary.

  Preferably, the transmission means transmits a message inquiring whether or not to print the meeting material, and the printing means needs to print the meeting material in addition to the number of destinations for which the reception of the meeting material could not be confirmed. Based on the number of responses, the number of paper media on which the meeting material is printed is determined.

  Preferably, the conference material distribution program further causes the computer to function as a second storage unit that stores information indicating a site to which the prospective participant corresponding to the destination belongs, and the printing unit receives the conference material for a certain destination. However, if the prospective participant corresponding to the destination belongs to a different site from the prospective participant who sent the conference material, the destination Do not print.

  More preferably, the information indicating the site to which the prospective participant corresponding to the destination belongs includes the site to which the prospective participant corresponding to the destination belongs, the image forming apparatus used for printing the conference material, and the priority order, The printing means is a case where the reception of the conference material cannot be confirmed for a certain destination, and the first prospective participant corresponding to the destination belongs to a different site from the prospective participant of the conference material transmission source. If there is, the second prospective participant who has the highest priority among the other prospective participants who belong to the same site as the site to which the first prospective participant belongs is identified. The conference material is printed using the image forming apparatus associated with the, and a request for collecting the printed conference material is notified to the second prospective participant.

  A conference material distribution system according to an aspect of the present invention includes an information processing apparatus and an image forming apparatus capable of communicating with the information processing apparatus. The information processing apparatus includes: a transmission unit that electronically transmits the conference material to one or more destinations; a confirmation unit that confirms whether the electronically transmitted conference material is received; And a printing unit that causes the image forming apparatus to print the conference material on a paper medium according to the number of destinations for which reception could not be confirmed.

  According to the present invention, necessary conference materials can be easily prepared for conference participants who could not receive conference materials transmitted electronically.

It is a figure for demonstrating the outline | summary of the meeting material distribution system according to embodiment of this invention. It is a schematic diagram which shows the whole structure of the meeting material distribution system according to Embodiment 1. 1 is a block diagram showing a device configuration of an image forming apparatus according to a first embodiment. FIG. 2 is a block diagram showing a device configuration of a computer according to the first embodiment. It is a schematic diagram which shows the module structure of the meeting material distribution program 210 installed in the computer according to Embodiment 1. FIG. It is a sequence diagram which shows the whole processing procedure in the meeting material distribution system according to Embodiment 1. It is the figure which showed typically the process which transmits a meeting material with an e-mail to a prospective participant in the meeting material distribution system according to Embodiment 1. FIG. It is a figure which shows the example of a screen of the electronic mail application for transmitting a meeting material in the meeting material distribution system according to Embodiment 1. FIG. It is the figure which showed typically the process in which reception confirmation is transmitted from the user who received the email in the meeting material distribution system according to Embodiment 1. It is a figure which shows an example of the reception confirmation result list | wrist 310 produced | generated in the meeting material distribution system according to Embodiment 1. FIG. 6 is a diagram schematically showing a process of outputting a print instruction to image forming apparatus 1 in the conference material distribution system according to the first embodiment. FIG. It is the figure which showed typically the process which concerns on the distribution of printed matter in the meeting material distribution system according to Embodiment 1. FIG. It is a figure which shows an example of the message which notifies that a series of processes were completed in the meeting material distribution system according to Embodiment 1. FIG. It is a figure which shows the example of a screen of the electronic mail application for transmitting a meeting material in the meeting material distribution system according to the modification of Embodiment 1. FIG. 6 is a flowchart showing a processing procedure in a computer of the conference material distribution system according to the first embodiment. FIG. 10 is a sequence diagram showing an overall processing procedure in a conference material distribution system according to a second embodiment. It is the figure which showed typically the process which transmits a meeting material with an e-mail to a prospective participant in the meeting material distribution system according to Embodiment 2. It is the figure which showed typically the process in which a reception confirmation is transmitted from the user who received the email in the meeting material distribution system according to Embodiment 2. It is a figure which shows an example of the printing necessity list | wrist 380 produced | generated in the meeting material distribution system according to Embodiment 2. FIG. 6 is a diagram schematically showing processing for outputting a print instruction to image forming apparatus 1 in a conference material distribution system according to Embodiment 2. FIG. It is the figure which showed typically the process which concerns on the distribution of printed matter in the meeting material distribution system according to Embodiment 2. FIG. 10 is a flowchart showing a processing procedure in a computer of the conference material distribution system according to the second embodiment. FIG. 10 is a sequence diagram showing an overall processing procedure in a conference material distribution system according to a third embodiment. It is the figure which showed typically the process which transmits a meeting material with an e-mail to a prospective participant in the meeting material distribution system according to Embodiment 3. It is a figure which shows the example of a screen of the electronic mail application for transmitting a meeting material in the meeting material distribution system according to Embodiment 3. FIG. It is a figure which shows the example of a screen displayed when opening the electronic mail with which the meeting material was attached in the meeting material distribution system according to Embodiment 3. It is the figure which showed typically the process in which the necessity confirmation of printing is transmitted from the user who received the email in the meeting material distribution system according to Embodiment 3. 10 is a flowchart showing a processing procedure in a computer of a meeting material distribution system according to a third embodiment. It is a sequence diagram which shows the whole process sequence in the meeting material distribution system according to Embodiment 4. It is a figure which shows an example of the participant information 340 used in the meeting material distribution system according to Embodiment 4. It is the figure which showed typically the process which transmits a meeting material with an e-mail to a prospective participant in the meeting material distribution system according to Embodiment 4. It is the figure which showed typically the process which produces | generates a reception confirmation result list | wrist in the meeting material distribution system according to Embodiment 4. FIG. FIG. 10 is a diagram schematically showing processing for outputting a print instruction to image forming apparatus 1A in a conference material distribution system according to the fourth embodiment. It is the figure which showed typically the process which concerns on distribution of printed matter in the meeting material distribution system according to Embodiment 4. FIG. FIG. 10 is a diagram schematically showing a process of outputting a print instruction to image forming apparatus 1B in a conference material distribution system according to the fourth embodiment. 10 is a flowchart showing a processing procedure in a computer of a meeting material distribution system according to a fourth embodiment. It is a schematic diagram which shows the whole structure of the meeting material distribution system according to Embodiment 5.

  Embodiments of the present invention will be described in detail with reference to the drawings. In addition, about the same or equivalent part in a figure, the same code | symbol is attached | subjected and the description is not repeated.

[A. Overview]
First, an outline of the conference material distribution system according to the present embodiment will be described. FIG. 1 is a diagram for describing an overview of a conference material distribution system according to an embodiment of the present invention.

  In FIG. 1, it is assumed that a conference is held with a total of four people, User A and User 01, 02, 03. Here, it is assumed that User A is the creator of the conference material.

  In this specification, “meeting material” broadly means any document that is mainly referred to in the meeting, and there is no intention to limit the data format and contents (contents). For example, various documents created by a document creation application, a spreadsheet created by a spreadsheet application, presentation data created by a presentation application, image data acquired by a scanner or a camera, and the like are included. However, in the present specification, “conference material” is converted into electronic data by some method and transmitted electronically.

  As shown in FIG. 1A, User A transmits the conference material created by itself to each of the users 01 to 03 as the destination. Typically, a conference material distribution program is installed on a computer used by User A, and when this conference material distribution program is executed, the computer electronically transmits the conference material to one or more destinations. It functions as a transmission means.

  Next, as shown in FIG. 1B, among the users 01 to 03 to which the conference material is sent, the user who has completed the reception of the conference material responds to the user A who is the sender. In the example shown in FIG. 1B, it is assumed that only User01 receives the conference material, and other User02 and User03 cannot receive the conference material. A response from the user who has received the meeting material is transmitted by an arbitrary method. For example, when meeting materials are transmitted by electronic mail, a method of adding an opening confirmation (reception confirmation) to the electronic mail can be adopted. Specifically, a description requesting a receipt confirmation (reception confirmation) is added to the e-mail as header information at the time of transmission, and the computer (e-mail application) receiving this e-mail requests the receipt confirmation. A message notifying the opening is automatically sent to the sender.

  The computer of User A determines whether or not the reception of the conference material by each User has been completed based on whether or not a response from the User at the transmission destination has been received. That is, the computer functions as confirmation means for confirming, for each destination, whether or not the electronically transmitted conference material has been received. Information about whether or not this conference material has been received may be output as a reception confirmation result list. That is, the computer generates a reception confirmation result list indicating whether or not the conference material has been received.

  Subsequently, as shown in FIG. 1C, for the users 02 and 3 for which the reception of the conference material is not completed, a paper medium material on which the conference material is printed is prepared. Typically, a print instruction for printing meeting materials (two copies) for User 02 and User 03 is given to one of the image forming apparatuses. Then, according to the print instruction, the conference material is printed. That is, the computer functions as a printing unit that prints the conference material on a paper medium according to the number of destinations for which reception of the conference material could not be confirmed. If the computer itself used by User A has an image forming function, the computer itself prints the conference material. At this time, the computer may print the reception confirmation result list generated previously.

  Basically, when the computer executes the meeting material distribution program, the necessary number of copies of the meeting material as described above are automatically executed. However, the user may perform at least a part of the procedure.

  By adopting the conference material distribution system as described above, it is possible to realize a mechanism that can easily prepare necessary conference materials for conference participants who could not receive electronically transmitted conference materials.

[B. Embodiment 1]
As an example of a conference material distribution system according to the first embodiment of the present invention, an example will be described in which a conference material creator directly transmits an e-mail attached with the conference material to a prospective participant.
(B1: Overall configuration of the conference material distribution system)
First, the overall configuration of the conference material distribution system according to the first embodiment will be described. FIG. 2 is a schematic diagram showing the overall configuration of the conference material distribution system according to the first embodiment. With reference to FIG. 2, the conference material distribution system SYS includes one or more image forming apparatuses 1 and one or more computers 2. These devices are configured to be capable of data communication with each other via the network 3.

  The user operates the computer 2 to create a conference material and electronically transmits the created conference material to a prospective participant. The image forming apparatus 1 prints conference material on a paper medium.

The configuration of each device will be described in detail below.
(B2: Configuration of image forming apparatus)
Next, the apparatus configuration of image forming apparatus 1 directed to the conference material distribution system according to the first embodiment will be described. FIG. 3 is a block diagram showing a device configuration of image forming apparatus 1 according to the first embodiment.

  Referring to FIG. 3, an image forming apparatus 1 includes a CPU (Central Processing Unit) 100, a ROM (Read Only Memory) 102, a RAM (Random Access Memory) 104, a display unit 106, an operation unit 108, Scanner unit 110, FAX control unit 112, print control unit 114, port information management unit 116, drive control unit 118, network control unit 120, HDD (Hard Disk Drive) 126, image processing unit 130 And mail control unit 140.

  The CPU 100 is an arithmetic processing unit for providing various functions by executing various programs stored in the ROM 102 or the HDD 126. That is, the CPU 100 implements a function provided by the image forming apparatus 1 by executing a program. The ROM 102 is a non-volatile memory and stores a program executed by the CPU 100 or various parameters necessary for executing the program in the CPU 100. The RAM 104 is a volatile memory and functions as a working memory for holding programs executed by the CPU 100, temporary data, and the like.

  The display unit 106 is a user interface that notifies the user of various information in the image forming apparatus 1. The operation unit 108 accepts various user operations. In general, a touch panel in which the display unit 106 and the operation unit 108 are integrated is often used. In addition, as the operation unit 108, various key groups such as a numeric keypad are used.

The HDD 126 provides a BOX function for storing image data and the like.
The scanner unit 110 includes an optical system such as a charge coupled device (CCD) and a lens, and reads image data from a document. A FAX control unit 112 controls FAX transmission / reception with other image forming apparatuses. The print control unit 114 controls image data print processing and the like. The port information management unit 116 manages a port number for receiving a request from the computer 2 or the like.

  The network control unit 120 exchanges data with the computer 2. More specifically, the network control unit 120 includes a reception unit 122 that receives data and a transmission unit 124 that transmits data.

  The image processing unit 130 temporarily stores image data read by the scanner unit 110 and a job received from the computer 2 and executes image processing necessary for printing.

  The drive control unit 118 controls driving of each unit related to print processing of the image forming apparatus. That is, the drive control unit 118 is processing logic for controlling the print engine.

The mail control unit 140 transmits and receives electronic mail to and from the information processing apparatus. More specifically, the mail control unit 140 includes a transmission unit 142 and a reception unit 144.
(B3: Computer configuration)
Next, a device configuration of computer 2 directed to the conference material distribution system according to the first embodiment will be described. FIG. 4 is a block diagram showing a device configuration of the computer 2 according to the first embodiment.

  Referring to FIG. 4, computer 2 includes a CPU 200, a main memory 202, an HDD 204, an input unit 222, a display unit 224, and a network interface 226. These components are connected to each other via a bus 228.

  The CPU 200 executes various programs including an operating system (OS). The computer 2 may be configured to operate under a general purpose operating system. The main memory 202 functions as a working memory for the CPU 200 to execute a program, and temporarily holds a program developed for execution and various variables necessary for execution.

  The HDD 204 typically stores a program executed by the hard disk or the flash memory CPU 200. More specifically, the HDD 204 is for realizing the distribution of the conference material according to the first embodiment in addition to the application 206 that performs document creation and spreadsheet and the operating system 208 that provides basic functions in the computer 2. The conference material distribution program 210 is held. Further, the HDD 204 may hold various data as will be described later.

  The input unit 222 includes a keyboard and a mouse, and accepts user operations. The display unit 224 displays various information to be presented to the user in accordance with instructions from the CPU 200. The network interface 226 exchanges data with the image forming apparatus 1 or the like.

  Typically, the function of the conference material distribution system according to the first embodiment is provided when the CPU 200 activates and executes the conference material distribution program 210 and the like. The program for providing the function according to the first embodiment including the meeting material distribution program 210 may be installed in the HDD 204 in advance, but may be installed using various methods afterwards.

For example, a method of installing in a computer 2 via a storage medium such as a CD-ROM (Compact Disk-Read Only Memory) storing a program or a flash memory, a method of distributing to a computer 2 via a network, and the like can be considered. Note that the conference material distribution program 210 may be distributed integrally with the printer driver. For example, the conference material distribution program 210 may be implemented as a part of the printer driver. Further, the computer 2 as the information processing apparatus may be realized as a dedicated hardware configuration instead of a configuration using a general-purpose architecture.
(B4: Meeting materials distribution program)
Next, the conference material distribution program 210 installed in the computer 2 and executed by the CPU 100 will be described. FIG. 5 is a schematic diagram showing a module configuration of conference material distribution program 210 installed in computer 2 according to the first embodiment. Referring to FIG. 5, conference material distribution program 210 is a conference material print control program, and includes a mail transmission module 212, a reception confirmation module 214, a confirmation result list generation module 216, and a print module 218. . The print module 218 includes a required number of copies determination module 219 and a print instruction module 220. Each module is executed by the CPU 100 to realize a corresponding function in the computer 2.

  The mail transmission module 212 electronically transmits the conference material to one or more destinations. Specifically, the mail transmission module 212 transmits an e-mail attached with the conference material to a prospective participant of the conference. When the data size of the conference material is relatively large, the mail transmission module 212 can upload the conference material to the server device and also transmit information specifying the upload destination of the conference material by e-mail.

  The reception confirmation module 214 confirms for each destination whether or not the electronically transmitted conference material has been received. In other words, the reception confirmation module 214 confirms whether an electronic mail is received for each destination when the conference material is sent by electronic mail. Specifically, a description for requesting opening confirmation (reception confirmation) is added as header information when the mail transmission module 212 transmits an e-mail, and the computer (e-mail application) receiving the e-mail receives the opening. A message notifying opening is automatically sent to the sender in accordance with the description requesting confirmation. The reception confirmation module 214 determines whether or not to receive the conference material depending on whether or not the message for notifying the opening is received. Alternatively, the reception confirmation module 214 may determine whether or not the conference material has been received by confirming the spool of the mail server device in which the electronic mail is temporarily stored.

  The confirmation result list generation module 216 generates a reception confirmation result list 310 indicating whether or not the conference material has been received. That is, the confirmation result list generation module 216 generates the reception confirmation result list 310.

  The print module 218 prints the conference material on a paper medium according to the number of destinations for which reception of the conference material could not be confirmed. More specifically, the required number of copies determination module 219 counts the number of persons whose reception has not been confirmed, and the print instruction module 220 prints the materials for the number of persons whose reception has not been confirmed. Further, the print instruction module 220 can print the reception confirmation result list 310.

If the conference material is uploaded to the server device, the print module 218 acquires the conference material from the server device based on the upload destination included in the e-mail, and prints the acquired conference material.
(B5: Overall processing procedure)
Next, an overall processing procedure in the conference material distribution system according to the first embodiment will be described. FIG. 6 is a sequence diagram showing an overall processing procedure in the conference material distribution system according to the first embodiment.

  Referring to FIG. 6, a conference material is created (sequence SQ102) by a user (User A in the example shown in FIG. 6) operating an application on the computer 2 (sequence SQ100). Subsequently, when the user (User A in the example shown in FIG. 6) operates the e-mail application on the computer 2 (sequence SQ104), the e-mail attached with the created conference material is sent to the prospective participant of the conference. It is transmitted (sequence SQ106). In this example, the computer 2 of User A transmits e-mails attached with meeting materials to User A 01 to 03, respectively.

  FIG. 7 is a diagram schematically showing a process of transmitting the conference material by e-mail to the prospective participants in the conference material distribution system according to the first embodiment. FIG. 8 is a diagram showing a screen example of an e-mail application for transmitting conference material in the conference material distribution system according to the first embodiment.

  Referring to FIG. 7, conference material 300 is electronically transmitted from computer 2 of User A to each computer 2 of Users 01 to 03. In addition, as a transmission form of an actual electronic mail, a mechanism in which the transmitted electronic mail is once spooled in a corresponding mail server device and then the destination user downloads the electronic mail is common. Since such an implementation of sending an e-mail is publicly known, in the present specification, from the viewpoint of facilitating understanding, a detailed description of such an embodiment will not be given, and a destination from a user will be sent. It is assumed that an e-mail is sent to the user.

  When attaching the created conference material to an electronic mail, the electronic mail application provides a user interface as shown in FIG. Referring to FIG. 8, an e-mail window 350 provided by the e-mail application includes a send button 352 for executing e-mail transmission as functions unique to the conference material distribution system according to the first embodiment, and the above-described functions. And a check box 354 for selecting whether to enable / disable automatic printing of the conference material for a user who has not received the conference material. That is, when the check box 354 is checked, an e-mail including a request for reception confirmation is generated and transmitted.

  Further, the e-mail window 350 includes a destination input box 356, a destination input box 358, a subject input box 360, a file attachment box 362, and a text input box 364, as in a normal e-mail application. Including. The user associates the conference material to be transmitted with the file attachment box 362 so that the conference material is attached to the e-mail.

  Referring to FIG. 6 again, in this example, it is assumed that only User01 opens the electronic mail from UserA (sequence SQ108). Then, the computer 2 of User01 transmits a reception confirmation (response) to the computer 2 of UserA who is the sender of the email (sequence SQ110). On the other hand, in the example shown in FIG. 6, since User02 and User03 could not open the e-mail, reception confirmation (response) is not transmitted.

  The computer 2 of User A determines whether or not reception confirmation has been notified from each of the destination users, that is, performs reception confirmation and generates a reception confirmation result list 310 based on the result of the reception confirmation.

  FIG. 9 is a diagram schematically showing processing in which a reception confirmation is transmitted from a user who has received an e-mail in the conference material distribution system according to the first embodiment. FIG. 10 shows an example of the reception confirmation result list 310 generated in the conference material distribution system according to the first embodiment.

  Referring to FIG. 9, the reception confirmation (response) is transmitted from the User 2 computer 2 that opened the e-mail to the User A computer 2 that is the sender. Then, the computer 2 of User A generates a reception confirmation result list 310 based on the reception confirmation from each destination (sequence SQ112). Referring to FIG. 10, reception confirmation result list 310 includes information related to the sent conference material, for example, the transmission date and time, the e-mail subject, and the attached file name indicating the conference material. The reception confirmation result list 310 includes information of “◯” or “×” indicating whether or not a reception confirmation (response) has been received in association with the destination e-mail address and the corresponding user name (name). .

  Referring to FIG. 6 again, based on the reception confirmation result list 310, the computer 2 of User A counts the number of users who have not received the reception confirmation and determines the required number of print copies of the conference material (sequence). SQ114). Then, the computer 2 of User A outputs a print instruction requesting printing of the determined number of copies of the conference material 300 and printing of the reception confirmation result list 310 to the image forming apparatus 1 (sequence SQ116). That is, the computer 2 of User A totals the necessary number of copies of the conference material, instructs printing of the required number of conference materials 300, and instructs printing of one copy of the reception confirmation result list 310. Image forming apparatus 1 prints meeting material 300 and reception confirmation result list 310 in accordance with the print instruction (sequence SQ118). Then, the computer 2 of User A displays a message indicating that a series of processing has been completed (sequence SQ120). For example, the computer 2 of User A displays a message such as “printing of the distribution material has been completed” on the screen. When the conference is held, User A refers to the printed reception confirmation result list 310 and distributes the printed material 320 (paper medium) to the conference participants who have not received the conference material 300.

  FIG. 11 is a diagram schematically showing a process of outputting a print instruction to image forming apparatus 1 in the conference material distribution system according to the first embodiment. FIG. 12 is a diagram schematically showing processing relating to distribution of printed matter in the conference material distribution system according to the first embodiment. FIG. 13 is a diagram showing an example of a message notifying that a series of processing has been completed in the conference material distribution system according to the first embodiment.

  Referring to FIG. 11, a print instruction (conference material 300 and information on the number of copies) for generating prints for two users who have not been confirmed to be received from computer 2 of User A to image forming apparatus 1, In addition, a print instruction for printing the reception confirmation result list 310 is transmitted. Then, the image forming apparatus 1 outputs these printed materials 320 and 330. Referring to FIG. 12, User A does not distribute printed material 320, which is a paper-based conference material, to User 01 receiving electronically transmitted conference material 300, but only to User 02 and User 03. The printed material 320 is distributed. At this time, User A refers to the printed matter 330 in the reception confirmation result list 310 to determine the distribution destination.

  On the computer 2 of User A, when printing of the conference material is completed, a message as shown in FIG. 13 is displayed. When the meeting materials for one or more users are printed, a message such as “Printing of meeting materials for User02 and User03 has been completed” is notified as shown in FIG. Is done. On the other hand, when all the prospective participants have received the conference material, as shown in FIG. 13B, a message such as “All the prospective participants have received the conference material” is notified. .

That is, the conference material distribution program 210 notifies the processing result related to the printing of the conference material as shown in FIG. 13 after the conference material is transmitted and after the set waiting time has elapsed. In addition, the conference material distribution program 210 displays a processing result (for example, a message such as “printing of distribution materials completed” or “confirmed reception of all members”) after the waiting time for reception confirmation elapses.
(B6: Modification)
In the first embodiment described above, after electronically transmitting the conference material, the timing for determining whether or not the conference material has been received can be arbitrarily determined. For example, reception confirmation may be performed after a preset default time has elapsed. However, when the meeting start time is approaching, the sender of the meeting material may want to confirm reception at a desired timing. Therefore, in the modified example of the first embodiment, a confirmation waiting time can be set in addition to a reception confirmation request when conference material is transmitted.

  FIG. 14 is a diagram showing a screen example of an e-mail application for transmitting conference material in the conference material distribution system according to the modification of the first embodiment. Referring to FIG. 14, e-mail window 350A according to the modification of the first embodiment has a “confirmation waiting time” for setting the timing for confirming reception, compared to e-mail window 350 shown in FIG. An input box 366 is added. When the user sets some value (time) in the input box 366 and transmits an e-mail, the computer 2 receives the e-mail from the destination computer 2 until the set time elapses. Wait for receipt confirmation (response). That is, when the set time elapses, the computer 2 that has transmitted the e-mail generates a reception confirmation result list 310 based on the information at that time.

That is, the reception confirmation module 214 (FIG. 5) of the conference material distribution program 210 is configured to be able to set a waiting time for the reception confirmation of the conference material, and the conference material is received before the set waiting time elapses. If is not confirmed, it is determined that the reception of the conference material cannot be confirmed. In other words, the conference material distribution program 210 can set a waiting time for reception confirmation when an e-mail is transmitted.
(B7: Processing procedure in computer)
Next, a processing procedure in computer 2 used by the creator of the conference material in the conference material distribution system according to the first embodiment will be described. FIG. 15 is a flowchart showing a processing procedure in the computer of the conference material distribution system according to the first embodiment. The process shown in FIG. 15 is typically realized by the CPU 200 of the computer 2 executing the conference material distribution program 210.

  Referring to FIG. 15, when execution of conference material distribution program 210 is started by a user operation, CPU 200 accepts settings relating to transmission of conference material (step S100). That is, the CPU 200 displays the e-mail window 350 (or 350A) shown in FIG. 8 (or FIG. 14) and accepts input of a destination, subject, attachment file, text message, and the like by the user. . Subsequently, when the user presses the transmission button 352 (FIG. 8 or FIG. 14), the CPU 200 transmits an e-mail attached with the conference material to the designated destination based on the input information (step S102). .

  Thereafter, the CPU 200 waits for the receipt confirmation (response) from the destination (step S104). When a reception confirmation (response) arrives from any of the destinations, the CPU 200 stores it sequentially. Then, CPU 200 determines whether or not a preset time (or the time set in input box 366 of “Confirmation wait time” in FIG. 14) has elapsed (step S106). If the preset time has not elapsed (NO in step S106), the process of step S104 is repeated.

  In contrast, when a preset time has elapsed (YES in step S106), CPU 200 generates reception confirmation result list 310 based on the reception confirmation (response) that has arrived up to that point (step). S108). Then, the CPU 200 counts the number of persons whose reception could not be confirmed based on the generated reception confirmation result list 310 and determines the required number of copies of the printed material 320 (paper medium) of the conference material (step S110). Further, the CPU 200 outputs a print instruction for requesting printing of the required number of copies of the conference material 300 and printing of the reception confirmation result list 310 to the image forming apparatus 1 (step S112). Finally, the CPU 200 displays a message indicating that a series of processing has been completed (step S114). Then, the process ends.

[C. Second Embodiment]
In the above-described first embodiment, a conference material is attached to an e-mail including a request for confirmation of reception, and the prospective participant who has sent the intended participant as a destination and failed to receive the reception confirmation (response) The example in which the printed material 320 (paper medium) on which the conference material is printed has been described. On the other hand, some prospective participants always request the printed material 320 (paper medium) regardless of whether or not the electronically transmitted conference material is received. Therefore, in the second embodiment, information (printing necessity information) indicating whether or not the printed matter 320 (paper medium) is necessary is acquired in advance for each prospective participant, and this printing necessity information and the received reception confirmation ( Based on the response, a paper medium material on which the conference material is printed is prepared.
(C1: Overall configuration of the conference material distribution system)
The overall configuration of the conference material distribution system according to the second embodiment is similar to the overall configuration of the conference material distribution system according to the first embodiment described with reference to FIG. 2 described above, and thus detailed description will not be repeated.
(C2: Configuration of image forming apparatus)
The device configuration of image forming apparatus 1 directed to the conference material distribution system according to the second embodiment is the same as the device configuration of image forming apparatus 1 according to the first embodiment described with reference to FIG. Detailed description will not be repeated.
(C3: Configuration of image forming apparatus)
The device configuration of the computer 2 directed to the conference material distribution system according to the second embodiment is the same as the device configuration of the computer 2 according to the first embodiment described with reference to FIG. Do not repeat.
(C4: Meeting materials distribution program)
The conference material distribution program according to the second embodiment installed on the computer 2 and executed by the CPU 100 is the same as the conference material distribution program 210 according to the first embodiment described with reference to FIG. The explanation will not be repeated.
(C5: Overall processing procedure)
Next, an overall processing procedure in the conference material distribution system according to the second embodiment will be described. FIG. 16 is a sequence diagram showing an overall processing procedure in the conference material distribution system according to the second embodiment. Compared with the sequence diagram according to the first embodiment shown in FIG. 6, the sequence diagram shown in FIG. 16 basically includes a sequence SQ10, and replaces the sequences SQ112 and SQ116 with sequences SQ112A and SQ116A, respectively. Different points are adopted. However, since the sequence diagram shown in FIG. 16 shows an example in which the conference materials sent electronically by User01 and User02 are received, not only User01 but also User02 opens the email from UserA (sequence SQ108) And the transmission (sequence SQ110) of the reception confirmation (response) from the computer 2 of User02 to the computer 2 of UserA is executed.

  Referring to FIG. 16, User A holds information (print necessity information 370) indicating whether or not a printed material 320 (paper medium) is necessary for each prospective participant (sequence SQ 10). The printing necessity information 370 may be registered in advance by each user, or may be dynamically generated based on some information.

  When the user (User A in the example shown in FIG. 16) operates an application on the computer 2 (sequence SQ100), a conference material is created (sequence SQ102). Subsequently, when the user (User A in the example shown in FIG. 16) operates the e-mail application on the computer 2 (sequence SQ104), the e-mail attached with the created conference material is sent to the conference participants. It is transmitted (sequence SQ106). In this example, the computer 2 of User A transmits e-mails attached with meeting materials to User A 01 to 03, respectively.

  FIG. 17 is a diagram schematically illustrating a process of transmitting the conference material by e-mail to the prospective participants in the conference material distribution system according to the second embodiment. Referring to FIG. 17, conference material 300 is electronically transmitted from computer 2 of User A to each computer 2 of Users 01 to 03. Since the process related to electronic transmission of conference material 300 is the same as the process described with reference to FIGS. 6 and 7 described above, detailed description will not be repeated.

  Referring to FIG. 16 again, in this example, it is assumed that User01 and User02 open the electronic mail from UserA (sequence SQ108). Then, the computer 2 of User01 and User02 transmits a reception confirmation (response) to the computer 2 of UserA that is the sender of the e-mail (sequence SQ110). On the other hand, in the example shown in FIG. 16, User03 could not open the e-mail, and therefore no reception confirmation (response) is sent.

  The computer 2 of User A determines whether or not reception confirmation is notified from each of the destination users, that is, performs reception confirmation, and generates a printing necessity list 380 based on the result of the reception confirmation.

  FIG. 18 is a diagram schematically illustrating a process in which a reception confirmation is transmitted from a user who has received an e-mail in the conference material distribution system according to the second embodiment. FIG. 19 is a diagram showing an example of the print necessity list 380 generated in the conference material distribution system according to the second embodiment.

  Referring to FIG. 18, the reception confirmation (response) is transmitted from computer 2 of User 01 and User 02 that opened the e-mail to computer 2 of User A that is the sender. Then, the computer 2 of User A generates a print necessity list 380 based on the held print necessity information 370 and the reception confirmation from each destination (sequence SQ112A). More specifically, the necessity information of the printed matter 320 (paper medium) described in the printing necessity information 370 defined in advance is adopted for the user whose reception has been confirmed. On the other hand, regarding a user whose reception has not been confirmed, it is considered that printing of the printed matter 320 is necessary regardless of the necessity information described in the printing necessity information 370 defined in advance. That is, a user who has not responded after a predetermined waiting time has elapsed after transmission of the conference material is regarded as needing printing, and the printing necessity list 380 is generated.

  Referring to FIG. 19, printing necessity / unnecessity list 380 includes information relating to the sent meeting material, for example, transmission date and time, e-mail subject, and attached file name indicating the meeting material. The print necessity list 380 includes information of “◯” or “x” indicating whether printing is necessary in association with the destination e-mail address and the corresponding user name (name).

  Referring to FIG. 16 again, User A's computer 2 counts the number of users who need the printed material 320 based on the print necessity list 380, and determines the number of required copies of the conference material (sequence SQ114). . Then, the computer 2 of User A outputs a print instruction requesting printing of the determined number of copies of the conference material 300 and printing of the print necessity list 380 to the image forming apparatus 1 (sequence SQ116A). That is, the computer 2 of User A counts the required number of copies of the conference material, instructs to print the required number of copies of the conference material 300, and instructs to print one copy of the print necessity list 380. Image forming apparatus 1 prints meeting material 300 and print necessity list 380 in accordance with the print instruction (sequence SQ118). Then, the computer 2 of User A displays a message indicating that a series of processing has been completed (sequence SQ120). Since the displayed message is the same as the message shown in FIG. 13 described above, detailed description will not be repeated.

  FIG. 20 is a diagram schematically showing processing for outputting a print instruction to image forming apparatus 1 in the conference material distribution system according to the second embodiment. FIG. 21 is a diagram schematically showing processing relating to distribution of printed matter in the conference material distribution system according to the second embodiment.

  Referring to FIG. 20, a print instruction (meeting material 300 and information on the number of copies) for generating a printed material for two users who have not been confirmed to be received from computer 2 of User A to image forming apparatus 1, In addition, a print instruction for printing the print necessity list 380 is transmitted. Then, the image forming apparatus 1 outputs these printed materials 320 and 390. Referring to FIG. 21, User A does not distribute printed material 320, which is a paper-based conference material, to User 01 receiving electronically transmitted conference material 300, but only to User 02 and User 03. The printed material 320 is distributed. At this time, User A refers to the printed matter 390 in the printing necessity list 380 and determines the distribution destination.

In this way, the conference material distribution program 210 prints materials for the number of people who could not be confirmed, in addition to the number of people who need to print, based on the printing necessity information for each prospective participant that is held in advance. .
(C6: Processing procedure in computer)
Next, a processing procedure in computer 2 used by the creator of the conference material in the conference material distribution system according to the second embodiment will be described. FIG. 22 is a flowchart showing a processing procedure in the computer of the conference material distribution system according to the second embodiment. The process shown in FIG. 22 is typically realized by the CPU 200 of the computer 2 executing the conference material distribution program 210. Compared with the flowchart according to the second embodiment shown in FIG. 15, the flowchart shown in FIG. 22 basically includes step S10 and adopts steps S108A and S112A instead of steps S108 and S112, respectively. Is different.

  Referring to FIG. 22, when the execution of the conference material distribution program 210 is started by a user operation, the CPU 200 indicates information indicating whether or not a printed material 320 (paper medium) is required for each prospective participant (print necessity information 370). Is held (step S10). The printing necessity information 370 may be registered in advance by each user, or may be dynamically generated based on some information.

  The processing in steps S100 to S106 is the same as that in steps S100 to S106 shown in FIG. If YES in step S106, the CPU 200 generates the print necessity list 380 based on the reception confirmation (response) that has arrived up to that point (step S108A). Based on the generated print necessity list 380, the CPU 200 totals the number of persons whose reception could not be confirmed, and determines the necessary number of copies of the printed material 320 (paper medium) of the conference material (step S110A). Further, the CPU 200 outputs to the image forming apparatus 1 a print instruction for requesting printing of the required number of copies of the conference material 300 and printing of the print necessity list 380 (step S112A). Finally, the CPU 200 displays a message indicating that a series of processing has been completed (step S114). Then, the process ends.

[D. Embodiment 3]
In the above-described first embodiment, a conference material is attached to an e-mail including a request for confirmation of reception, and the prospective participant who has sent the intended participant as a destination and failed to receive the reception confirmation (response) The example in which the printed material 320 (paper medium) on which the conference material is printed has been described. On the other hand, some prospective participants request a printed matter 320 (paper medium) even when electronically transmitted meeting materials are received. Therefore, in the third embodiment, a message for inquiring whether or not to print the conference material is transmitted, and in addition to the number of destinations for which the reception of the conference material could not be confirmed, the response that the conference material needs to be printed Based on the number, a paper medium material on which the conference material is printed is prepared.
(D1: Overall configuration of the conference material distribution system)
The overall configuration of the conference material distribution system according to the third embodiment is similar to the overall configuration of the conference material distribution system according to the first embodiment described with reference to FIG. 2 described above, and thus detailed description will not be repeated.
(D2: Configuration of image forming apparatus)
The device configuration of image forming apparatus 1 directed to the conference material distribution system according to the third embodiment is similar to the device configuration of image forming apparatus 1 according to the first embodiment described with reference to FIG. Detailed description will not be repeated.
(D3: Configuration of image forming apparatus)
The device configuration of the computer 2 directed to the conference material distribution system according to the third embodiment is the same as the device configuration of the computer 2 according to the first embodiment described with reference to FIG. Do not repeat.
(D4: Meeting materials distribution program)
The conference material distribution program according to the third embodiment installed on the computer 2 and executed by the CPU 100 is the same as the conference material distribution program 210 according to the first embodiment described with reference to FIG. The explanation will not be repeated.
(D5: Overall processing procedure)
Next, an overall processing procedure in the conference material distribution system according to the third embodiment will be described.

  FIG. 23 is a sequence diagram showing an overall processing procedure in the conference material distribution system according to the third embodiment. Compared with the sequence diagram according to the first embodiment shown in FIG. 6, the sequence diagram shown in FIG. Are different. However, since the sequence diagram shown in FIG. 23 shows an example of receiving conference materials electronically transmitted by User01 and User02, an example of receiving an email from UserA not only for User01 but also for User02 is shown. .

  Referring to FIG. 23, a conference material is created (sequence SQ102) by a user (User A in the example shown in FIG. 23) operating an application on the computer 2 (sequence SQ100). Subsequently, when the user (User A in the example shown in FIG. 23) operates the e-mail application on the computer 2 (sequence SQ104), the e-mail attached with the created conference material is sent to the prospective participant of the conference. It is transmitted (sequence SQ106B). In this example, the computer 2 of User A transmits e-mails attached with meeting materials to User A 01 to 03, respectively.

  FIG. 24 is a diagram schematically showing a process of transmitting the conference material by e-mail to the prospective participants in the conference material distribution system according to the third embodiment. FIG. 25 is a diagram showing a screen example of an e-mail application for transmitting conference material in the conference material distribution system according to the third embodiment.

  Referring to FIG. 24, conference material 300 is electronically transmitted from computer 2 of User A to each computer 2 of Users 01 to 03. As shown in FIG. 25, an e-mail window 350B provided by the e-mail application according to the third embodiment is a check box 368 for requesting the user who has received the conference material to confirm whether or not the conference material is to be printed. Further included. When the check box 368 is checked, an e-mail including a request for confirming whether or not to print meeting materials is generated and transmitted in addition to a request for confirming reception.

  As shown in FIG. 23, in this example, it is assumed that User01 and User02 open the electronic mail from UserA (sequence SQ108). FIG. 26 is a diagram showing an example of a screen displayed when an e-mail attached with a conference material is opened in the conference material distribution system according to the third embodiment. FIG. 27 is a diagram schematically showing a process for transmitting a print necessity confirmation from a user who has received an e-mail in the conference material distribution system according to the third embodiment.

  When confirmation of necessity of printing is requested, an input window 500 as shown in FIG. 26 is displayed. The display of the input window 500 can be typically realized by incorporating a command (command) necessary for electronic mail.

  In this input window 500, the user who receives the corresponding electronic mail (including the conference material) is prompted to select whether or not the conference material needs to be printed. In other words, the input window 500 displays the details of the attached file together with a message that “User A has requested to confirm whether or not to print the attached file”. When the user desires to print the attached meeting material, the user presses the “printing required” button 502, and when the user does not want to print the attached meeting material, “printing is not necessary”. Button 504 is pressed. When the user presses the button, the selection information is transmitted (response) to the sender UserA together with the opening confirmation (reception confirmation).

  In the example shown in FIG. 23, it is assumed that User01 has selected “printing unnecessary” while User02 has selected “printing required”. Further, it is assumed that User03 has not received an e-mail attached with the conference material. As shown in FIG. 27, the reception confirmation is transmitted from the computer 2 of User01 to the computer 2 of UserA as a sender together with information that does not require printing. On the other hand, the reception confirmation is transmitted from the computer 02 of User 02 to the computer 2 of User A as a sender together with information that requires printing.

  The computer 2 of User A generates the print necessity list 380 (sequence SQ112B) based on the reception confirmation from each destination and the print necessity confirmation (sequence SQ110B). More specifically, for a user whose reception has been confirmed, the necessity of the printed matter 320 (paper medium) is determined based on the corresponding confirmation of necessity of printing. On the other hand, it is considered that the printed material 320 needs to be printed for a user whose reception has not been confirmed. That is, a user who has not responded after a predetermined waiting time has elapsed after transmission of the conference material is regarded as needing printing, and the printing necessity list 380 is generated. Details of the print necessity list 380 have been described with reference to FIG. 19 described above, and thus detailed description will not be repeated.

  The computer 2 of User A counts the number of users who need the printed material 320 based on the printing necessity list 380 and determines the number of copies required for the conference material (sequence SQ114). Then, the computer 2 of User A outputs a print instruction requesting printing of the determined number of copies of the conference material 300 and printing of the print necessity list 380 to the image forming apparatus 1 (sequence SQ116B). That is, the computer 2 of User A counts the required number of copies of the conference material, instructs to print the required number of copies of the conference material 300, and instructs to print one copy of the print necessity list 380. Image forming apparatus 1 prints meeting material 300 and print necessity list 380 in accordance with the print instruction (sequence SQ118). Then, the computer 2 of User A displays a message indicating that a series of processing has been completed (sequence SQ120). Since the displayed message is the same as the message shown in FIG. 13 described above, detailed description will not be repeated.

Since the subsequent processing is the same as that of the above-described second embodiment, detailed description will not be repeated.
(D6: Processing procedure in computer)
Next, a processing procedure in computer 2 used by the creator of the conference material in the conference material distribution system according to the third embodiment will be described.

  The mail transmission module 212 (FIG. 5) of the conference material distribution program 210 according to the third embodiment transmits a message for inquiring whether or not the conference material 300 needs to be printed. The print module 218 of the conference material distribution program 210 In addition to the number of destinations for which reception could not be confirmed, the number of paper media on which the conference material 300 is printed is determined based on the number of responses that the conference material 300 needs to be printed.

  FIG. 28 is a flowchart showing a processing procedure in the computer of the conference material distribution system according to the third embodiment. The process shown in FIG. 28 is typically realized by the CPU 200 of the computer 2 executing the conference material distribution program 210. Compared with the flowchart according to the second embodiment shown in FIG. 15, the flowchart shown in FIG. 28 basically includes steps S104B, S108B, and S112B instead of steps S104, S108, and S112. Is different.

  Referring to FIG. 28, when execution of conference material distribution program 210 is started by a user operation, CPU 200 accepts settings relating to transmission of conference material (step S100). CPU 200 displays electronic mail window 350B shown in FIG. 25 described above and accepts input of a destination, subject, designation of attached file, text message, and the like by the user. Subsequently, when the user presses the send button 352 (FIG. 15), the CPU 200 sends an e-mail attached with the conference material to the designated destination based on the input information (step S102).

  Thereafter, the CPU 200 waits for receipt confirmation from the destination and confirmation of necessity of printing (step S104B). When the reception confirmation and the print necessity confirmation are received from any of the destinations, the CPU 200 sequentially stores them. CPU 200 determines whether or not a preset time (or confirmation waiting time) has elapsed (step S106). If the preset time has not elapsed (NO in step S106), the process of step S104B is repeated.

  In contrast, when a preset time has elapsed (YES in step S106), CPU 200 generates print necessity list 380 based on the reception confirmation and print necessity confirmation that have arrived up to that point. (Step S108B). Based on the generated print necessity list 380, the CPU 200 totals the number of persons whose reception could not be confirmed, and determines the necessary number of copies of the printed material 320 (paper medium) of the conference material (step S110B). Further, the CPU 200 outputs to the image forming apparatus 1 a print instruction for requesting printing of the required number of copies of the conference material 300 and printing of the print necessity list 380 (step S112B). Finally, the CPU 200 displays a message indicating that a series of processing has been completed (step S114). Then, the process ends.

[E. Embodiment 4]
In the above-described first to third embodiments, since it is assumed that the creator of the conference material meets the conference participant directly, the printed material 320 (paper medium) can be distributed to the conference participant. On the other hand, in recent years, video conferences and telephone conferences using Internet lines and telephone lines are sometimes performed. In such a case, the creator of the conference material does not meet all the conference participants directly. Therefore, in the fourth embodiment, information indicating the site to which the prospective participant belongs is prepared in advance, and the creator of the conference material directly meets the prospective participant who has not received the reception confirmation (response). For the prospective participants, the printed material 320 (paper medium) is created by the method described in the above embodiment, and for those who are not, the images used by those participants. The printing apparatus 320 (paper medium) is created by the forming device, and another prospective participant is requested to collect (pick up) and distribute the printed material 320 (paper medium).

By adopting the configuration of the fourth embodiment, it is a case where the prospective participants are in different sites (when connecting between a plurality of bases) as in a video conference or a telephone conference. However, the meeting materials can be distributed more reliably.
(E1: Overall configuration of the conference material distribution system)
Since the overall configuration of the conference material distribution system according to the fourth embodiment is the same as the overall configuration of the conference material distribution system according to the first embodiment described with reference to FIG. 2 described above, detailed description will not be repeated.
(E2: Configuration of image forming apparatus)
The device configuration of image forming apparatus 1 directed to the conference material distribution system according to the fourth embodiment is the same as the device configuration of image forming apparatus 1 according to the first embodiment described with reference to FIG. Detailed description will not be repeated.
(E3: Configuration of image forming apparatus)
The device configuration of the computer 2 directed to the conference material distribution system according to the fourth embodiment is the same as the device configuration of the computer 2 according to the first embodiment described with reference to FIG. Do not repeat.
(E4: Meeting materials distribution program)
The conference material distribution program according to the fourth embodiment installed on the computer 2 and executed by the CPU 100 is the same as the conference material distribution program 210 according to the first embodiment described with reference to FIG. The explanation will not be repeated.
(E5: Overall processing procedure)
Next, an overall processing procedure in the conference material distribution system according to the fourth embodiment will be described.

  FIG. 29 is a sequence diagram showing an overall processing procedure in the conference material distribution system according to the fourth embodiment. Referring to FIG. 29, User A holds information (participant information 340) of a site to which computer 2 belongs for each prospective participant (sequence SQ20). This participant information 340 may be registered in advance by each user, or may be dynamically generated based on some information. That is, the participant information 340 is information indicating a site to which a prospective participant corresponding to the destination belongs.

  FIG. 30 shows an example of participant information 340 used in the conference material distribution system according to the fourth embodiment. Referring to FIG. 30, participant information 340 includes a column 341 for storing a user name, a column 342 for storing a corresponding user's destination (typically, an e-mail address), and a corresponding user's affiliation. It includes a column 343 for storing the destination (typically the name of the affiliated site), a column 344 for storing the priority order (print request order), and a column 345 for storing the address of the image forming apparatus. Such participant information 340 is generated statically or dynamically for each conference to be held.

  Referring to FIG. 29 again, the user (User A in the example shown in FIG. 29) operates the application on computer 2 (sequence SQ200) to create the conference material (sequence SQ202). Subsequently, when the user (User A in the example shown in FIG. 29) operates the e-mail application on the computer 2 (sequence SQ204), the e-mail attached with the created conference material is sent to the conference participant. It is transmitted (sequence SQ206). In this example, the computer 2 of User A transmits e-mails with meeting materials attached to User A 01 to 04, respectively. Here, as shown in FIG. 30, it is assumed that UserA, User01, and User02 belong to the site A, and User03 and User04 belong to the site B.

  FIG. 31 is a diagram schematically showing a process of transmitting the conference material by e-mail to the prospective participants in the conference material distribution system according to the fourth embodiment. Referring to FIG. 31, conference material 300 is electronically transmitted from computer 2 of User A to each computer 2 of Users 01 to 04. Since the process related to electronic transmission of conference material 300 is the same as the process described with reference to FIGS. 6 and 7 described above, detailed description will not be repeated.

  Referring to FIG. 29 again, in this example, it is assumed that User01 and User03 open the electronic mail from UserA (sequence SQ208). Then, the computer 2 of User01 and User03 transmits a reception confirmation (response) to the computer 2 of UserA who is the sender of the e-mail (sequence SQ210). On the other hand, in the example shown in FIG. 29, since User02 and User04 could not open the e-mail, reception confirmation (response) is not transmitted.

  The computer 2 of User A determines whether or not reception confirmation has been notified from each of the destination users, that is, performs reception confirmation, and generates a reception confirmation result list based on the result of the reception confirmation (sequence SQ212). More specifically, the user A computer 2 refers to the participant information 340 and generates reception confirmation result lists 310A and 310B for each affiliation (site).

  FIG. 32 schematically shows processing for generating reception confirmation result lists 310A and 310B in the conference material distribution system according to the fourth embodiment. Referring to FIG. 32, each of reception confirmation result lists 310A and 310B includes “O” or “X” information indicating whether or not a reception confirmation (response) has been received in association with the user corresponding to the destination. Including.

  Referring to FIG. 29 again, computer 2 of User A determines the processing content for each site based on reception confirmation result lists 310A and 310B (sequence SQ214). More specifically, the process differs depending on whether or not the prospective participant who could not receive the conference material and the prospective participant of the conference material sender belong to the same site. Whether the user belongs to the same site is determined by referring to the participant information 340.

(1) When the prospective participant who could not receive the conference material and the prospective participant of the sender of the conference material belong to the same site User A's computer 2 is the user who has not received the receipt confirmation. By counting the number, the required number of copies of the conference material is determined (sequence SQ214). Then, the computer 2 of User A outputs a print instruction requesting printing of the determined number of copies of the conference material 300 and printing of the reception confirmation result list 310 to the image forming apparatus 1A at the site A (sequence SQ216A). Note that the output destination image forming apparatus 1 </ b> A is specified by referring to the participant information 340.

  That is, the computer 2 of User A totals the necessary number of copies of the conference material, instructs printing of the required number of conference materials 300, and instructs printing of one copy of the reception confirmation result list 310. Image forming apparatus 1A prints meeting material 300 and reception confirmation result list 310 in accordance with the print instruction (sequence SQ220A). Then, the computer 2 of User A displays a message indicating that a series of processing has been completed (sequence SQ222). For example, the computer 2 of User A displays a message such as “printing of the distribution material has been completed” on the screen. When the conference is held, User A refers to the printed reception confirmation result list 310A and distributes the printed material 320 (paper medium) to the conference participants who have not received the conference material 300.

  FIG. 33 is a diagram schematically showing a process of outputting a print instruction to image forming apparatus 1A in the conference material distribution system according to the fourth embodiment. FIG. 34 is a diagram schematically showing processing related to distribution of printed matter in the conference material distribution system according to the fourth embodiment.

  Referring to FIG. 33, a print instruction (conference material 300 and information on the number of copies) for generating a printed material for one user who could not confirm reception from the computer 2 of User A to the image forming apparatus 1A, In addition, a print instruction for printing the reception confirmation result list 310A is transmitted. Then, the image forming apparatus 1 outputs these printed materials 320 and 330A. Referring to FIG. 34, User A does not distribute the printed material 320, which is a paper-based conference material, to User 01 receiving electronically transmitted conference material 300, but only to User 02, the printed material. 320 is distributed. At this time, User A refers to the printed matter 330A in the reception confirmation result list 310A to determine the distribution destination.

(2) The prospective participant who failed to receive the conference material and the prospective participant of the conference material sender belong to a different site, and other prospective participants who belong to the different site When the conference material is received, the user A computer 2 refers to the participant information 340, and other users belonging to a different site from the user A among the users who have not received the reception confirmation (in this example, User04). Identify users. And the user (User03 in this example) which belongs to the same site as the user who has not received the reception confirmation among the users who have received the reception confirmation is specified. In this example, since there is another user who has confirmed reception at the site B to which the User 04 belongs, the other user is requested to distribute the meeting material at the site B. Specifically, the computer 2 of User A refers to the participant information 340, specifies the image forming apparatus 1B associated with User 04, and prints requesting printing of the conference material 300 and printing of the reception confirmation result list 310B. The instruction is output to the specified image forming apparatus 1B (sequence SQ216B). At the same time, User A's computer 2 transmits to User 03 an e-mail 600 requesting collection (pickup) and distribution of printed matter 320 (paper medium) for User 04 (sequence SQ218).

  FIG. 35 schematically shows processing for outputting a print instruction to image forming apparatus 1B in the conference material distribution system according to the fourth embodiment. Referring to FIG. 35, a printing instruction (conference material 300 and information on the number of copies) for generating a printed material for one user who could not confirm reception from the computer 2 of User A to the image forming apparatus 1B, In addition, a print instruction for printing the reception confirmation result list 310B is transmitted. At the same time, an email such as “Please collect the printed material for User04” is sent from UserA to User03.

  Referring to FIG. 29 again, image forming apparatus 1B prints meeting material 300 and reception confirmation result list 310B according to the print instruction (sequence SQ220B). Then, the computer 2 of User A displays a message indicating that a series of processing has been completed (sequence SQ222).

  If a plurality of users belonging to a site different from User A can be selected as candidates for requesting collection of printed matter, the values of the order of printing requests (column 344) in the participant information 340 shown in FIG. For reference, the target user is selected. Basically, the user with the highest print request order is selected.

(3) The prospective participant who could not receive the conference material and the prospective participant of the conference material sender belong to a different site, and any other prospective participant who belongs to the different site However, unlike the example in (2) above, other users who belong to a site different from UserA among users who have not received confirmation of receipt (User04 in this example) It may be assumed that it does not exist. In such a case, there is no user who requests collection and distribution of the printed material 320 (paper medium). Therefore, as a second best method, at least one of the prospective participants who belong to the other site is selected, and the print 320 is printed using the image forming apparatus 1 associated with the selected prospective participant. Do.

In this way, for example, after a video conference or a telephone conference is started, the selected participant is requested to verbally collect the printed material 320 (paper medium) from the image forming apparatus. Can do. That is, the computer of User A prints the material on the image forming apparatus 2B associated with the user who has the highest print request order among the prospective participants of site B. By doing so, after the video conference connection, etc., the conference participants of the site B are notified of the output to the image forming apparatus 2B, which is mainly used, and requested to be collected.
(E6: Processing procedure in computer)
Next, a processing procedure in computer 2 used by the creator of the conference material in the conference material distribution system according to the fourth embodiment will be described. FIG. 36 is a flowchart showing a processing procedure in the computer of the conference material distribution system according to the fourth embodiment. The process shown in FIG. 36 is typically realized by the CPU 200 of the computer 2 executing the conference material distribution program 210.

  With reference to FIG. 36, when the execution of the conference material distribution program 210 is started by a user operation, the CPU 200 holds information on the site to which each prospective participant belongs (participant information 340) (step S200). This participant information 340 may be generated dynamically or statically. That is, the conference material distribution program 210 causes the computer 2 to function as a storage unit that stores information indicating the site to which the prospective participant corresponding to the destination belongs. The information (participant information 340) indicating the site to which the prospective participant corresponding to the destination belongs belongs to the site to which the prospective participant corresponding to the destination belongs, the image forming apparatus used for printing the conference material, and the priority order. including.

  Subsequently, the CPU 200 receives a setting related to transmission of the conference material (step S202). That is, the CPU 200 displays the e-mail window 350 (or 350A) shown in FIG. 8 (or FIG. 14) and accepts input of a destination, subject, attachment file, text message, and the like by the user. . Subsequently, when the user presses the transmission button 352 (FIG. 8 or FIG. 14), the CPU 200 transmits an e-mail attached with the conference material to the designated destination based on the input information (step S204). .

  Thereafter, the CPU 200 waits for the receipt confirmation (response) from the destination (step S206). When a reception confirmation (response) arrives from any of the destinations, the CPU 200 stores it sequentially. Then, CPU 200 determines whether or not a preset time (or the time set in input box 366 of “Confirmation wait time” in FIG. 14) has elapsed (step S208). If the preset time has not elapsed (NO in step S208), the process of step S206 is repeated.

  In contrast, when a preset time has elapsed (YES in step S208), CPU 200 determines, for each affiliation (site), based on participant information 340 and reception confirmation (response) that has arrived up to that point. Next, a reception confirmation result list is generated (step S210).

  Then, the CPU 200 refers to the reception confirmation result list 310A of the site to which the sender of the conference material belongs, and totals the number of persons who could not be confirmed among the prospective participants belonging to the same site as the sender. Then, the required number of copies of the printed material 320 (paper medium) of the conference material is determined (step S212). Subsequently, the CPU 200 outputs a print instruction for requesting printing of the required number of copies of the conference material 300 and printing of the reception confirmation result list 310A to the image forming apparatus 1A of the same site (step S214).

  In addition, the CPU 200 refers to the reception confirmation result list 310B of a site different from the site to which the meeting material sender belongs, and has not been able to confirm the reception among the prospective participants belonging to a site different from the sender. It is determined whether there is a user (step S216). If there is no user who could not confirm the reception of a prospective participant who belongs to a site different from the sender (NO in step S216), the process of step S230 is executed. That is, even if the computer 2 cannot confirm the reception of the conference material for a certain destination, the planned participant corresponding to the destination belongs to a different site from the planned participant of the conference material 300 transmission source. If it is, the conference material 300 is not printed for the destination.

  On the other hand, if there is a user who could not confirm the reception among the prospective participants belonging to a site different from the sender (YES in step S216), the CPU 200 is different from the site to which the sender belongs. Referring to the reception confirmation result list 310B, the number of persons who could not be confirmed among the prospective participants belonging to the different sites is totaled, and the necessary number of copies of the printed material 320 (paper medium) of the conference material is determined (step) S218). Subsequently, the CPU 200 determines whether or not there is a user whose reception has been confirmed among other prospective participants belonging to the different sites (step S220).

  If there is a user whose reception has been confirmed among other prospective participants belonging to the different sites (YES in step S220), CPU 200 identifies the user with the highest print request order among the users whose reception has been confirmed. At the same time, a print instruction for requesting printing of the required number of copies of the conference material 300 and printing of the reception confirmation result list 310B is output to the image forming apparatus 2B associated with the specified user (step S222). Further, the CPU 200 transmits an e-mail 600 for requesting collection (pickup) and distribution of the printed matter 320 (paper medium) to the specified user (step S224). Then, the process of step S230 is executed.

  That is, the computer 2 is a site in which the reception of the conference material 300 cannot be confirmed for a certain destination, and the first participant who corresponds to the destination is different from the participant who is the transmission source of the conference material 300 If you belong to, specify the 2nd participant who has the highest priority among other participants who belong to the same site as the site to which the first participant belongs, The conference material 300 is printed using the image forming apparatus 2 associated with the second prospective participant, and a request for collecting the printed conference material 300 is notified to the second prospective participant.

  If there is no user who has confirmed the reception among the other scheduled participants belonging to the different site (NO in step S220), the CPU 200 has the highest print request order among the planned participants belonging to the different site. A user is specified, and a print instruction for requesting printing of the required number of copies of the conference material 300 is output to the image forming apparatus 2B associated with the specified user (step S226). Then, the process of step S230 is executed.

Finally, the CPU 200 displays a message indicating that a series of processing has been completed (step S230). Then, the process ends.
(E7: Modification)
The configuration of the second embodiment and / or the third embodiment described above may be appropriately combined with the fourth embodiment described above.

[F. Embodiment 5]
In the above-described first to fourth embodiments, the configuration in which the conference material is electronically transmitted by attaching it to the e-mail is mainly illustrated. In addition to this, or alternatively, the conference material may be uploaded to the server device, and the storage destination of the conference material upload (such as an address in the server device) may be communicated to the prospective participant.

  FIG. 37 is a schematic diagram showing an overall configuration of a meeting material distribution system according to the fifth embodiment. Referring to FIG. 37, server device 4 is provided on the network, and the creator of the conference material uploads conference material 300 to server device 4. At the same time, the creator of the conference material notifies the prospective participant of the conference material 300 by e-mail or the like via the upload destination (storage address or path in the server device 4). Specifically, an e-mail including a description indicating a link to the upload destination of the conference material 300 is transmitted. Such e-mail notification may be automatically executed in response to the upload of the conference material 300. The prospective participant who has received the e-mail including the storage location accesses the storage location and acquires the conference material 300.

  That is, when the conference material distribution program 210 according to the fifth embodiment uploads the conference material 300 to the server device 4 to the computer 2 and informs the upload destination by e-mail, whether or not the e-mail is received for each destination. Confirmation, generating the reception confirmation result list 310, counting the number of people who could not confirm the reception, specifying the location of the material from the path described in the e-mail body, and data for the number of people who could not confirm the reception And the reception confirmation result list 310 is printed.

  Even when such a configuration is employed, processing such as reception confirmation as described in the first to fourth embodiments can be performed. More specifically, by adding an opening confirmation (reception confirmation) to an e-mail including the storage destination of the conference material 300, it can be determined whether or not the destination user has received it. Alternatively, it may be determined whether or not the destination user has received the conference material based on the history of access to the server device to which the conference material has been uploaded.

  Since other configurations are the same as those in the first to fourth embodiments, detailed description will not be repeated.

[G. Addendum]
As another aspect, the present invention can be further expressed as follows.

  The conference material printing control program according to another aspect of the present invention generates a reception confirmation result list and a means for confirming whether or not the electronic mail is received for each destination when the conference material is sent by electronic mail. Means for counting the number of persons whose reception could not be confirmed, means for printing materials for the number of persons whose reception could not be confirmed, and means for printing a reception confirmation result list.

  The conference material printing control program according to still another aspect of the present invention uploads the conference material to the server device and confirms whether or not the e-mail is received for each destination when the upload destination is notified by e-mail. Means for generating a reception confirmation result list, means for counting the number of persons whose reception could not be confirmed, means for identifying the location of the material from the path described in the e-mail body, and the number of persons who could not confirm the reception And a means for printing the reception confirmation result list.

  The print control program further includes means capable of setting a waiting time for reception confirmation when an e-mail is transmitted.

  The above-mentioned print control program further displays a processing result (for example, a message such as “printing of distribution materials completed” or “confirmed reception of all members”) after the reception confirmation waiting time has elapsed. including.

  The above-mentioned print control program further includes means for printing materials for the number of people who could not be confirmed in addition to the number of people who need to print based on the printing necessity information for each prospective participant who is held in advance. Including.

  The above print control program further checks whether or not printing is required at each destination when sending an e-mail, and in addition to the number of people who responded that printing is required, prints the materials for the number of people who could not be confirmed. Including means.

  The above printing control program cannot confirm receipt of a prospective participant who belongs to a site different from the sender based on information (participant information) of the site to which the prospective participant belongs in advance. Means for deciding not to print.

  The above print control program allows a person who has not received at a site different from the sender based on information (participating site, address of an image forming apparatus used normally, order of print request) for each prospective participant held in advance. If it is, the image forming apparatus associated with the person who has received the highest request order among the people who can receive it at the site prints the materials for the person who could not receive it and prints the reception confirmation result list. And means for sending an e-mail of a printed matter collection request to the person with the highest order of request. Further, the print control program includes means for performing printing with an image forming apparatus associated with the person who has the highest order of request at the site when nobody can receive it at the site different from the sender.

[H. advantage]
According to the present embodiment, when meeting materials are electronically transmitted by e-mail or the like, it is confirmed whether or not the materials are received at the transmission destination, and the materials for the number of persons whose reception has not been confirmed are automatically printed. To do. By adopting such a configuration, even if the meeting materials are sent immediately before the meeting and the meeting participants cannot connect to the network in the meeting room and receive the meeting materials, Receive meeting materials reliably. In addition, the creator of the conference material can easily prepare as many printed materials as necessary.

  The embodiment disclosed this time should be considered as illustrative in all points and not restrictive. The scope of the present invention is defined by the terms of the claims, rather than the description above, and is intended to include any modifications within the scope and meaning equivalent to the terms of the claims.

  1 image forming apparatus, 2 computers, 3 networks, 4 server apparatuses, 100, 200 CPU, 102 ROM, 104 RAM, 106, 224 display unit, 108 operation unit, 110 scanner unit, 112 FAX control unit, 114 print control unit, 116 port information management unit, 118 drive control unit, 120 network control unit, 122,144 reception unit, 124,142 transmission unit, 126,204 HDD, 130 image processing unit, 140 mail control unit, 201 attendance check means, 202 main Memory, 205 Print setting table, 206 Application, 208 Operating system, 210 Conference material distribution program, 212 Mail transmission module, 214 Reception confirmation module, 216 Confirmation result list generation module, 218 Module, 219 printing required number determination module 220 print instruction module, 222 input unit, 226 network interface, 228 bus, 300 conference material, SYS conference material distribution system.

Claims (11)

A conference material distribution program, wherein the conference material distribution program
A transmission means for electronically transmitting meeting materials to one or more destinations;
Confirmation means for confirming for each destination whether or not the meeting material transmitted electronically has been received;
A meeting material distribution program that causes a function of a printing unit that prints the meeting material on a paper medium according to the number of destinations for which reception of the meeting material could not be confirmed. The confirmation means includes means for generating a reception confirmation result list indicating whether or not the meeting material has been received,
The conference material distribution program according to claim 1, wherein the printing unit prints the reception confirmation result list.   The conference material distribution program according to claim 1, wherein the transmission unit includes a unit that transmits an e-mail attached with the conference material. The transmission means includes means for uploading the conference material to a server device and transmitting information specifying an upload destination of the conference material by e-mail,
The conference material distribution program according to claim 1, wherein the printing unit includes a unit that acquires the conference material from the server device based on an upload destination included in the electronic mail. The confirmation means includes
It is configured to be able to set a waiting time for confirmation of reception of the meeting material,
The meeting material distribution according to any one of claims 1 to 4, wherein if the reception of the meeting material is not confirmed before the set waiting time elapses, it is determined that the reception of the meeting material cannot be confirmed. program. The conference material distribution program further includes the computer.
6. The conference material distribution program according to claim 5, wherein the conference material distribution program functions as notification means for notifying a processing result relating to printing of the conference material after transmission of the conference material and after a set waiting time has elapsed. The conference material distribution program further includes the computer.
Function as a first storage means for storing information indicating whether printing of conference materials set in advance for each destination is necessary,
The printing means determines the number of paper media on which the conference material is printed based on information indicating whether printing is necessary, in addition to the number of destinations for which reception of the conference material could not be confirmed. The meeting material distribution program of any one of -6. The transmission means transmits a message asking whether printing of the meeting material is necessary;
The number of paper media on which the meeting material is printed based on the number of replies that the meeting material needs to be printed, in addition to the number of destinations for which reception of the meeting material could not be confirmed. The meeting material distribution program according to claim 1, wherein the meeting material distribution program is determined. The conference material distribution program further includes the computer.
Function as a second storage means for storing information indicating the site to which the prospective participant corresponding to the destination belongs,
Even if the reception of the conference material cannot be confirmed with respect to a certain destination, the printing means does not belong to a site different from the prospective participant who is the transmission source of the conference material. The conference material distribution program according to any one of claims 1 to 8, wherein the conference material is not printed for the destination. The information indicating the site to which the prospective participant corresponding to the destination belongs includes the site to which the prospective participant corresponding to the destination belongs, the image forming apparatus used for printing the conference material, and the priority order,
In the case where reception of the conference material cannot be confirmed for a certain destination, the printing means is configured such that the first prospective participant corresponding to the destination is on a different site from the prospective participant who is the transmission source of the conference material. In the case of belonging, the second prospective participant who has the highest priority among other prospective participants belonging to the same site as the site to which the first prospective participant belongs is specified, and the first 10. The conference material is printed using an image forming apparatus associated with the second prospective participant, and a request for collecting the printed conference material is notified to the second prospective participant. The conference materials distribution program described. A meeting material distribution system,
An information processing device;
An image forming apparatus capable of communicating with the information processing apparatus,
The information processing apparatus includes:
A transmission means for electronically transmitting meeting materials to one or more destinations;
Confirmation means for confirming for each destination whether or not the meeting material transmitted electronically has been received;
A meeting material distribution system comprising: a printing unit that causes the image forming apparatus to print the meeting material on a paper medium according to the number of destinations for which reception of the meeting material could not be confirmed.

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